Human Resources Coordinator

Voodoo Doughnut is currently hiring for a Human Resources Coordinator to join our Portland, OR headquarters! This is a full-time in office position that provides operational and administrative support for Human Resources programs and processes across the organization. Reporting to the Senior Human Resources Manager, this role plays a key part in recruiting administration, onboarding, employee records management, benefits administration, leave administration, compliance activities, workers' compensation administration, and HR systems administration.

The Human Resources Coordinator serves as a resource for employees and leaders, helping ensure HR processes are accurate, timely, compliant, and employee-focused. The ideal candidate is highly organized, detail-oriented, customer-service driven, and comfortable managing multiple priorities in a fast-paced, multi-unit restaurant environment.

Essential Functions and Responsibilities

Recruiting and Hiring Administration

• Post and maintain job openings in ADP Workforce Now and other recruiting platforms.
• Manage requisitions, applicant workflows, and candidate records within the applicant tracking system.
• Maintain accurate candidate dispositions and recruiting data.
• Support hiring events and recruiting initiatives.
• Prepare offer letters and employment-related documentation.
• Maintain recruiting reports, applicant tracking records, and hiring metrics.
• Partner with operational leaders to support recruiting administration and hiring needs.

Onboarding, Offboarding, and HRIS Administration

• Initiate and manage onboarding workflows in ADP Workforce Now.
• Coordinate onboarding activities for new hires and newly promoted managers.
• Review onboarding documentation for accuracy, completeness, and compliance.
• Process employee transactions including hires, rehires, transfers, promotions, compensation changes, demotions, and terminations.
• Conduct management onboarding presentations and coordinate onboarding-related communications.
• Coordinate onboarding and offboarding technology access, equipment needs, and system permissions.
• Maintain employee records and personnel files in accordance with company policies and legal requirements.
• Ensure employee information is accurate and up to date across HR systems.
• Maintain onboarding pathways, workflows, and related HRIS processes.

Benefits and Leave Administration

• Administer employee benefit programs, including new hire enrollments, qualifying life events, and annual open enrollment activities.
• Review and process benefit enrollment requests and verify eligibility requirements.
• Monitor and track ongoing employee benefits eligibility.
• Communicate benefits information and assist employees with benefits-related questions.
• Support annual benefits renewals, census reporting, and broker requests.
• Administer leave of absence processes, including FMLA, state leave programs, and other protected leaves.
• Maintain leave records, documentation, and HRIS status updates.
• Support workplace accommodation processes and maintain related documentation.

Compliance, Employee Relations, and Claims Administration

• Serve as a first point of contact for routine employee questions regarding HR policies, procedures, benefits, leave programs, and HR processes.
• Assist with documentation, tracking, and recordkeeping related to employee relations concerns.
• Maintain employee relations documentation and case records.
• Coordinate harassment prevention training administration and completion tracking.
• Assist with EEO-1 reporting, ACA reporting, labor law posting requirements, and other compliance programs.
• Administer workers' compensation claims, including claim initiation, documentation, communication with carriers, and return-to-work tracking.
• Support short-term disability and long-term disability administration.
• Maintain required workplace notices, compliance documentation, and reporting records.

HR Operations and Administrative Support

• Monitor and respond to HR inbox inquiries.
• Maintain HR, training, and company resources on SharePoint and other internal platforms.
• Create and maintain reports, spreadsheets, trackers, and HR documentation.
• Support HR projects, process improvements, and department initiatives.
• Maintain PTO approval workflows, employee access permissions, and organizational structures within HR systems.
• Provide backup support for payroll-related administrative activities as needed.

Qualifications

Required Qualifications

• Associate's degree in Human Resources, Business Administration, or a related field; equivalent experience may be considered.
• Two or more years of Human Resources, benefits, payroll, recruiting administration, or related administrative experience.
• Experience supporting HR processes in a fast-paced environment.
• Experience utilizing HRIS platforms to process onboarding, employee transactions, and employee records.
• Experience maintaining confidential employee information and records.
• Strong organizational skills and attention to detail.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office, including Excel, Outlook, Word, Teams, and SharePoint.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.

Preferred Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Human Resources experience supporting restaurant, hospitality, retail, or other multi-unit operations.
• Store-level retail operations experience in restaurant, hospitality, or retail.
• Experience with ADP Workforce Now, including recruiting, onboarding, employee records management, reporting, and workflow administration.
• Experience with 7shifts or similar workforce scheduling platforms.
• Experience supporting high-volume hourly workforce environments.
• Experience administering employee benefits, leave programs, workers' compensation, or HR compliance activities.
• Experience supporting multi-state workforces.
• HR certification, HR coursework, or progress toward a Human Resources degree or certification.

Knowledge, Skills, and Abilities

• Strong customer service and relationship-building skills.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with professionalism and discretion.
• Ability to communicate effectively with employees at all levels of the organization.
• Working knowledge of recruiting administration, onboarding, benefits administration, leave administration, workers' compensation administration, and HR recordkeeping practices.
• Ability to interpret and apply policies, procedures, and HR guidelines.
• Strong problem-solving, follow-through, and time management skills.
• Ability to work independently while managing competing priorities.
• Ability to learn and adapt to new systems, processes, and technologies.

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Prolonged periods of sitting, standing, walking, and working on a computer.
• Ability to occasionally lift and carry up to 20 pounds.
• Ability to travel occasionally to company locations.

Non-Exempt Classification

This position is classified as non-exempt under applicable wage and hour laws and is eligible for overtime compensation in accordance with company policy and applicable law.

Equal Employment Opportunity

Voodoo Doughnut is committed to fostering a workplace where employees are treated with respect, dignity, and fairness. We are an equal opportunity employer and make employment decisions based on business needs, qualifications, and job-related criteria, without regard to any status protected by applicable federal, state, or local law.

Voodoo Doughnut is committed to providing reasonable accommodations to qualified applicants and employees in accordance with applicable law.

Disclaimer

This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of duties, responsibilities, qualifications, or working conditions.

Voodoo Doughnut reserves the right to modify, interpret, or apply this job description as business needs require. Employees may be required to perform duties not specifically identified in this document.

Nothing in this job description creates an employment contract, express or implied, or alters the at-will nature of employment where permitted by law.